Download procedures, guidance and forms from the links on this page. Most documents are in Microsoft Word format. A Help Page is available regarding downloading documents. To see procedures, guidance or forms from a specific section, choose from the links below (only those sections that have documents online are listed). A small number of forms can be filled out online. Special links are available for them. Any PDF documents shown below must be viewed in Adobe® Reader®. This is a free program available at Adobe's website. Download Adobe Reader.

• Disability
• Effort Reporting
• Extra Service
• Fellowships
• Labor Distribution
• Leave Requests
• Miscellaneous
• New Employee Forms
• Payroll
• Performance Program/Evaluation
• Recruitment and Hiring
• Release Time Appointment Form
• Tax Forms
• Time and Attendance
• Workers' Compensation
  

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Disability

• Notice and Proof of Disabililty Benefits (NYS DOL Form DB-450)
  
  
• Statement of Rights - Disability Benefits Law (NYS DOL Form DB-271S)
  

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Effort Reporting

• Explanation of Salary Distribution Reports
  

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Labor Distribution

• Labor Distribution Form
  

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Leave Requests

Employees are required to provide their supervisor with notice of the need to take leave. Employees seeking to use FMLA leave are required to provide 30-day advance notice of the need to take FMLA leave when the need is foreseeable and such notice is practicable. Leave request paperwork, including all medical certifications (the Employee Request for Leave Form and the FMLA Certification of Health Care Provider Form), should be submitted to Sponsored Funds Personnel in order to designate leave as FMLA leave.

• Employee Request for Leave
  
  
• Termination/Leave Form
  
  
• FMLA Fact Sheet
  
  
• FMLA Information on Continuation of Benefits While on Family and Medical Leave
  
  
• FMLA Rates for Continuation of Benefits for Regular Employees
  
  
• FMLA Application for Continuation of Group Benefits
  
  
• Certification of Health Care Provider for Employee's Serious Health Condition (U.S. DOL Form WH-380-E)
  
  
• Certification of Health Care Provider for Family Member's Serious Health Condition (U.S. DOL Form WH-380-F)
  
  
• Certification of Qualifying Exigency for Military Family Leave (U.S. DOL Form WH-384)
  
  
• Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave (U.S. DOL Form WH-385)
  
  
• Link to Leave Policies
   
• Link to Time and Attendance Forms
  
  
  

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Miscellaneous

• Oracle Access Form
  
  
• Taxable Meal Payment Request & Authorization Form
  Download (Word)     Download (PDF)
  
  

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New Employee Forms

Due to E-Verify regulations, new hire forms must be completed and received by SFP no later than one day after the date of hire so that e-verifications can be performed in the required timeframe. PIs should anticipate these requirements when making offers to potential employees. Departments can fax the I-9 AND appointment form to 437-4504.

• Employee Appointment
  
  
• Job Description (REQUIRED for all non-student positions) [% of time for each essential function must be completed]
  
  
• Patent Waiver and Release Agreement
   
• Address/Emergency Contact
  
  
• Direct Deposit of Salary: Enrollment Form
  Download (Word)     Download (PDF)
  
  
• Employment Eligibility Verification (Form I-9)
  
  
• Employee's Withholding Allowance Certificate (IRS W-4)
   
• NYS Employee's Withholding Allowance Certificate (IT-2104)
  
  
• NYS Certificate of Exemption From Withholding IT-2104E (when applicable)
   
  
• Employment Application
  
  
• Employee Work Schedule (required for all Part-Time Appointments)
  Download
  
  

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Payroll

• Address Form
  
  
• Appointment Form
  
  
• Change Form
  
  
• Direct Deposit of Salary: Enrollment Form
  Download (Word)     Download (PDF)
  
  
• Payroll Check Pick-up Authorization Form
  
  
• Request for Copy of Tax Statement
  Download (Word)     Download (PDF)
  
  
• Termination/Leave Form
  
  

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Performance Program/Evaluation

• Performance Program/Appraisal Instructions for Supervisors
   
• Employee Performance Program Form
   
• Employee Performance Appraisal Form
      
• Employee Performance Program Summary for Employees
      
• Progressive Discipline - RF Guidelines on Implementing
   

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Recruitment and Hiring

• Affirmative Action Plan
  Download
  
  
• Affirmative Action Search Report
  Download
  
  
• Announcement of Vacancy
  Download
  
  
• Applicant Flow Log
  Download
  
  
• Employment Application
  Download (PDF)
  
  
• Employment Eligibility Verification (I-9)
  
  
• Job Description Template
  Download
  
  
• Offer Letter
  Download
   
• Position Authorization Request (HRM-1)
  Download
  
  
• Relocation Expense Authorization & Payment
  Download     Instructions (PDF)
  
  

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Release Time Appointment

• Release Time Appointment Form
  Download

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Tax Forms

• W-4 (Federal Employee's Withholding Allowance Certificate)
    
• 8233 (Federal) Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual
   
• IT-2104 (State Employee's Withholding Allowance Certificate)
  
  
• IT-2104E (State Certificate of Exemption From Withholding)
  
  
• IT-2104.1 (State Certificate of Onresidence and Allocation of Withholding Tax
  
   

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Time and Attendance

• Biweekly Attendance for Non-Exempt Employees
  Download     Instructions
  
  
• Break-in-Service Guidelines
  Download
  
  
• Employee Work Schedule
  Download
  
  
• Exempt Employee Accrual Guidelines
  
  
• 2012 Exception Report for Exempt Personnel
  
  
• 2011 Exception Report for Exempt Personnel
  Download     Instructions     Tips and Reminders
  
  
• Hourly Attendance Report
  Download (Word)     Download (PDF)
  
   

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Workers' Compensation

• Incident Report
  Download

Top
 

Hours of Operation:
Monday through Friday, 8:00 am to 5:00 pm, Summer Hours (May 17-August 20, 2010), 8:00 am to 4:00 pm.

Location:
We are located on the third floor, room 326, of the Management Services Center.

Mailing Address:
Sponsored Funds Personnel
Management Services Center 326
University at Albany
1400 Washington Ave
Albany NY 12222

Main Telephone Numbers:
Voice: (518) 437-4500
Fax: (518) 437-4504